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A printer’s price tag tells you what it costs to bring the machine into your office. But it doesn’t tell you what you’ll have to spend to keep it running.
For a business comparing equipment, that difference matters. An affordable printer can come with higher printing expenses, while a manageable lease payment can grow once service and usage charges are added.
At Strategic Technology Partners of Texas (STPT), we’ve helped hundreds of businesses in North Texas and Southern Oklahoma evaluate those tradeoffs. This guide explains equipment prices, monthly expenses, and how to compare long-term costs before choosing your next printer or copier.
Table of Contents- How much does a business printer or copier cost?
- What is a printer’s total cost of ownership?
- What factors affect printer costs?
- What will your monthly printer bill include?
- How do leasing and purchasing payments compare?
- How can you compare long-term printing costs?
- FAQ
- Your next step
How Much Does a Business Printer or Copier Cost?
The business printer and copier examples below range from approximately $500 to $16,000 to purchase, with base lease payments of about $79 to $535 per month.
These are equipment estimates, not complete printing budgets. Adding maintenance, printing charges, accessories, and other expenses can increase your total.
| Example Workgroup | Monthly Print Volume | Purchase Price Estimate | B&W Base Lease Example | Color Base Lease Example |
|---|---|---|---|---|
| Small: up to 5 users | About 1,200 pages | $500–$3,000 | $79/month | $99/month |
| Medium: up to 10 users | About 5,000 pages | $4,500–$9,300 | $163/month | $265/month |
| Large: up to 20 users | About 10,000 pages | $7,500–$16,000 | $322/month | $535/month |
These examples don’t include maintenance plans and additional accessories or finishing options. Your actual quote will vary based on equipment, configuration, vendor, and lease terms, so prices outside these ranges are possible.
Workgroup size is a good place to start, but print volume and document requirements are more useful than employee count alone.
Five employees printing lengthy color documents may need more capacity than 20 employees who print every now and then.
Small Teams
5 people or less. Or about 1,200 prints per month
Color Copier
$99 per machine per month
Black & White Copier
$79 per machine per month
Purchasing Price Range: $500 - $3,000
Medium-Sized Teams
10 people or less. Or about 5,000 prints per month
Color Copier
$265 per machine per month
Black & White Copier
$163 per machine per month
Purchasing Price Range: $4,500-$9,300
Large Teams
20 people or less. Or about 10,000 prints per month
Color Copier
$535 per machine per month
Black & White Copier
$322 per machine per month
Purchasing Price Range: $7,500 - $16,000
What Is a Printer’s Total Cost of Ownership?
A printer’s total cost of ownership (TCO) is the combined cost of acquiring, operating, and maintaining the machine over a defined period.It includes the purchase price or lease payments, plus recurring expenses and applicable fees.
Here are the differences:
- Equipment price covers the machine and selected equipment options.
- Monthly operating expenses cover printing, service, and other recurring needs.
- Total cost of ownership combines acquisition and operating expenses over time.
Paper, electricity, software, and supplies or repairs outside your agreement also belong in your budget. Toner and service may already be covered through contract charges, so avoid counting them twice.
What Factors Affect Printer Costs?
Four major factors influence the equipment you need and what you’ll spend using it.
What Type of Printer Do You Need?
A single-function printer prints documents. A multifunction printer (MFP) combines printing, copying, and scanning. Fax capabilities depend on the model and configuration.
Additional capabilities can increase equipment price. Consider whether you need color, larger paper sizes, fast scanning, or shared access before paying for features your office won’t use.
Learn more about the common printer types here.
How Much Do You Print Each Month?
Monthly print volume is the number of printed pages or copies your organization produces each month. It affects both equipment selection and usage charges.
Printers designed for heavier workloads often cost more upfront. However, choosing a machine that can’t comfortably handle your workload can lead to interruptions, repairs, or earlier replacement.
Review actual usage and the manufacturer’s recommended monthly print volume when available.
What Maintenance and Supplies Will You Need?
Toner, replacement parts, and repairs are all part of your long-term printing costs. You can pay for these separately or obtain coverage through a service agreement, depending on the equipment and plan.
For example, STPT’s Base Service Plus CPC Plan includes service and toner through its billing arrangement, while paper and staples remain your responsibility.
Ask what is included, how charges are calculated, and which expenses you’ll still pay separately. Also, look out for hidden costs related to owning a printer. Leasing the equipment doesn’t automatically mean all supplies and service are covered.
Which Accessories and Applications Will You Add?
Extra paper trays and finishing options, such as stapling or hole punching, can increase the price you’ll pay for your equipment. Printer apps and workflow software can involve upfront or recurring charges.
Opt for upgrades your team will actually use. An accessory used regularly is more valuable than one used rarely.
What Will Your Monthly Printer Bill Include?
With a purchase, you pay for the equipment upfront, then budget for its operation. With a lease, you also have a recurring equipment payment.
Your original equipment quote and service agreement determine which charges appear together or on separate invoices.
| Expense |
Purchased Equipment |
Leased Equipment |
|---|---|---|
| Equipment | Upfront purchase | Recurring lease payment |
| Service agreement | About 5,000 pages | If selected or included |
| B&W and color usage | According to agreement | According to agreement |
| Uncovered supplies and expenses | Paid separately | Paid separately |
A cost-per-copy agreement commonly bills for impressions: printed sides rather than physical sheets. Confirm how supplies, duplex printing, minimum charges, and included volume are handled in your contract.
Check out our blog answering the most common questions about impressions in printer contracts.
How Do Leasing and Purchasing Payments Compare?
Imagine that in one month you pay a $12 maintenance fee, 100 black-and-white impressions at $0.01 each, and 100 color impressions at $0.07 each. Below is a table of what you would pay if you purchased your printer versus what you would pay if you leased your printer.
| Monthly charge |
Purchased Printer |
Leased Printer |
|---|---|---|
| Base equipment payment | $0 after purchase | $100 |
| Maintenance | $12 | $12 |
| B&W: 100 × $0.01 | $1 | $1 |
| Color: 100 × $0.07 | $7 | $7 |
| Monthly subtotal | $20 | $120 |
Both examples exclude other applicable expenses, such as paper and taxes, and use example rates rather than a personalized quote.
This comparison shows monthly cash flow. It does not establish which option costs less over several years. Read our leasing versus purchasing comparison for help evaluating the payment options.
How Can You Compare Long-Term Printing Costs?
Compare both options over the same period and with the same expected usage:
- Choose a comparison period, such as five years.
- Add equipment costs: the purchase price or lease payments over that period, plus applicable acquisition fees.
- Estimate printing expenses using separate B&W and color volumes.
- Add service and uncovered expenses, without double-counting included toner or repairs.
- Review contract conditions, including minimum billing, rate increases, and end-of-lease charges.
Also consider how interruptions affect your office. A printer that saves money upfront may provide poor value if it repeatedly delays essential work.
FAQ
What Is the Average Cost of a New Printer?
There isn’t one useful average covering home printers, office MFPs, and larger business copiers. For business budgeting, the examples in this guide span $500–$16,000 to purchase. Your workload and required features determine which part of that range is relevant.
Is Buying a Printer Cheaper Than Leasing?
It can be, but compare the purchase price and operating expenses against lease payments and operating expenses over the same period. Buying also requires more upfront cash. A lower monthly bill after purchasing does not erase the initial equipment expense.
Is Copier Rental Cost the Same as Leasing Cost?
Not necessarily. A short-term rental and a longer-term lease may have different pricing, service coverage, and conditions. The monthly equipment figures in this guide are lease examples; request a separate quote for your rental period and expected usage.
Can a Cheaper Printer Cost More Over Time?
Yes. Higher supply costs, repairs, or replacement needs can offset a lower purchase price. Compare the printer’s capabilities and expected operating expenses before deciding which option offers better value.
Your Next Step Toward a Better Printer Decision
You now have a starting point for your equipment budget and a way to look beyond the initial price. The next step is deciding which capabilities, payment arrangement, and service coverage fit your business.
Our free Guide to Purchasing or Leasing a Printer for Business walks through those choices so you can evaluate your options before committing.
